Programs and Services Assistant - Substitute

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

The following duties and responsibilities are typical of those performed in this classification. 

• Performs specialized clerical and office support duties related the administration of the student programs and services. 

• Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication; searches for, obtains, and explains routine information regarding department-related rules, policies, and procedures; makes student appointments for counseling, orientation, and/or other services. 

• Assists students with the completion of forms and registration documents; assists students with routine student account technology issues pertaining to resetting passwords and/or setting up email access; may check in/out materials and/or equipment to students. 

• Reviews completed forms and other information for accuracy and compliance with established requirements; screens students for compliance with eligibility requirements and conducts routine student orientations regarding service availability and requirements; administers diagnostic exams to determine student needs; informs  students of additional information needed and makes appropriate referrals. 

• Receives and reviews transcripts and other documents to verify student attendance in required classes and other services, screen for routine prerequisites, or graduation requirements, or identify other information needed to receive services; may communicate with outside agencies to provide requested information or request needed information. 

• Assists in the preparation and implementation of student services activities and events; handles logistical arrangements related to the event location, speakers/instructors, refreshments, and other matters. 

• Prepares documents such as event calendars, outreach flyers, orientation rosters, and routine correspondence; assists with preparing and social media information; prepares and updates  logs and records pertaining to office operations; scans, indexes, and files documents into electronic records systems. 

• Sorts, codes, files, and retrieves materials using standard alphabetical, numerical, or other manual and computerized filing systems; prepares and maintains student records; enters data and updates student databases. 

• Searches databases and record systems to gather, compile, and report information; verifies and makes entries and notations in manual or automated systems; searches records and provides information and department reports to management and/or other employees as required. 

• Orders office supplies and maintains inventory.    

• May assist with special projects; may distribute routine surveys. 

• May provide work direction to temporary employees and/or student workers. 

• Performs other related duties as assigned. 

• General student services policies and procedures. 

• Academic support services available to students. 

• Automated recordkeeping techniques. 

• Clerical methods of data research, collection, compilation, organization, and reporting. 

• Standard office practices or procedures. 

• Standard office software and modern office equipment.  

• Standard formats for business letters and other communications. 

• Methods of filing information using alpha, numeric, and alphanumeric systems. 

• Correct use of the English language, including spelling, punctuation, and grammar. 

• Principles and practices customer service. 

• Business arithmetic.  

Ability to: 

• Evaluate student records and information and records to identify eligibility for assigned student services. 

• Utilize computerized programs to accurately maintain data and generate a variety of customized reports. 

• Understand and explain practices, policies, and procedures for applicable to the area(s) of the assignment. 

• Operate a variety of office equipment including computers and printers/copiers. 

• Utilize standard office software (e.g., email, word processing, and spreadsheet software). 

• Maintain confidentiality of sensitive and/or protected information. 

• Prepare correspondence and other documents using standard business formats. 

• Prioritize work and complete assignments accurately and within established deadlines. 

• Provide and obtain detailed information to/from others.  

• Provide customer service with a high level of sensitivity, tact and patience. 

• Exercise reasonable judgment in performing job duties.  

• Perform and prioritize multiple tasks.  

• Communicate effectively, both orally and in writing. 

• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.  

• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.  

PHYSICAL AND MENTAL STANDARDS: 

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities.  However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.  

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking, and standing; occasional reaching above and below desk level. 

• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write, and take notes; and feel individual objects.  

• Lifting: frequent lifting of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds.  

• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens, and do close-up work.  

• Hearing/Talking: frequent hearing and speaking in person and on the telephone.  

• Emotional/Psychological Factors: frequent contact with others, including extensive public contact; frequent deadlines, and time-limited assignments.